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Tour Operator

Terms & Conditions

Thank you for your interest in booking with Luxury Coastal Escapes (LCE) for your clients. We do things a little differently and this short guide will explain everything.

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1. PARTNERSHIP AGREEMENT

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Luxury Coastal Escapes is committed to providing exceptional luxury accommodation and service to every guest. To ensure that guest expectations are consistently met, we ask that all Partners adhere to the following obligations.

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These Terms & Conditions form part of the agreement between Luxury Coastal Escapes (Pty) Ltd ("LCE") and the Tour Operator, Travel Agent, Destination Management Company or Travel Partner ("Partner").

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As an approved LCE Partner, you agree to:

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  • Promote Luxury Coastal Escapes properties accurately and professionally.

  • Ensure that your clients have viewed the full property listing, photographs, amenities, home features, house rules and any property-specific information prior to confirming a booking.

  • Use only the official property information, rates and marketing material supplied by LCE.

  • Provide LCE with the Lead Guest's full name, email address and contact number immediately upon confirmation of the booking.

  • Ensure that the Lead Guest completes all documentation required by LCE, including Terms & Conditions, indemnity forms, estate access forms and any other documentation required before arrival.

  • Ensure your clients understand the applicable cancellation policy before making payment.

 

Once a booking has been confirmed and the required deposit has been paid, Luxury Coastal Escapes will liaise directly with the Lead Guest regarding arrival information, payments, documentation and guest services.

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2. CONFIDENTIALITY

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The Partner acknowledges that all information supplied by Luxury Coastal Escapes is confidential.

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The Partner agrees to keep confidential, and not disclose to any third party:

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  • Accommodation rates

  • Net rates

  • Commission structures

  • Commercial agreements

  • Promotional offers not intended for public distribution

  • Property owner information

  • Internal operating procedures

  • Any confidential business information supplied by LCE.

 

This information may only be used for the purpose of selling Luxury Coastal Escapes accommodation.

The Partner may not publish, advertise or distribute confidential rates without the prior written consent of LCE.

This confidentiality obligation survives the termination of this agreement.

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3. NON-CIRCUMVENTION

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The Partner agrees that they shall not attempt to bypass Luxury Coastal Escapes by contacting property owners directly or encouraging guests to book directly with homeowners.

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Likewise, Luxury Coastal Escapes will not intentionally solicit or accept direct future bookings from guests introduced by the Partner for a period of twelve (12) months following the guest's departure, unless otherwise agreed in writing.

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4. ABOUT LUXURY COASTAL ESCAPES

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Luxury Coastal Escapes offers a carefully curated collection of privately owned luxury holiday homes.

Most homes include:

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  • Complimentary uncapped WiFi

  • Housekeeping (Monday to Friday, 08:00–14:00 unless otherwise stated)

  • Weekly linen change

  • Towel change every third day

  • Fully equipped kitchen

  • Guest amenities as listed on the individual property page

 

As these are privately owned homes, certain cupboards, rooms or storage areas may remain locked or inaccessible to guests.

Each property includes a comprehensive Home Guide containing operational information, estate regulations and emergency contact details.

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5. GUEST SERVICES

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Meet & Greet; An LCE representative will welcome guests at the property, conduct the check-in process, hand over keys and provide an orientation of the home.

Check-in: Standard check-in is from 14:00. Earlier arrivals may be accommodated subject to availability and may incur an additional fee.

Guests should advise their estimated arrival time at least 48 hours before arrival.

Security Deposit: Where applicable, a refundable security deposit or credit card authorisation may be required.

Deposits are refunded in accordance with the Guest Terms & Conditions once the property inspection has been completed.

Check-out: Standard check-out is by 10:00. Late departures are subject to availability and additional charges may apply.

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6. ENQUIRY REQUIREMENTS

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To enable prompt owner approval, Partners should provide the following information with every enquiry:

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  • Lead Guest name

  • Travel dates

  • Number of adults (married couples and singles)

  • Number of children and ages

  • Country and town of residence

  • Occupation

  • Purpose of travel

  • Any special requests

 

Incomplete enquiries may delay owner approval.

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7. BOOKING PROCESS

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Before confirming any booking, the Partner must ensure that guests understand:

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  • Property size and layout

  • Number of bedrooms

  • Bed configuration

  • Maximum occupancy

  • House Rules

  • Estate Rules (where applicable)

 

Luxury Coastal Escapes specialises in family holidays.

Parties, events and functions are strictly prohibited unless specifically authorised in writing.

Minimum stay requirements vary according to each property's seasonal calendar.

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Low Season: Minimum stay of between 2–5 nights (property dependent).

Mid Season: Minimum stay of between 3–7 nights (property dependent).

Peak Season: Minimum stays will be from 7-10 nights (property dependent).

 

Holding a Home

During the booking process, we can hold a home for a maximum of 48 hours from the time the Guest is sent the invoice for the deposit payment. If your client envisages any delay with payment please make sure they make us aware of this to avoid losing their favourite home.

 

Payment

Once our Terms and Conditions are signed by the Lead Guest we will invoice for 50% non-refundable deposit. If this is not paid within 48 hours the booking is cancelled and availability re-opened. Once payment has been received the home is secured and the booking is confirmed.
The final 50% rental is due two months (60 days) in advance of the check-in day

Please note that bookings within two months of arrival will be invoiced in full.

Payment to the agent will be paid the day the guest check-in.

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Booking Confirmation:

A booking is confirmed only once payment has been received and acknowledged by LCE.

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Cancellation Policy

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The following cancellation charges apply:

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  • Deposit paid: 50% non-refundable.

  • 60–40 days prior to arrival: 80% cancellation fee.

  • 40–30 days prior to arrival: 90% cancellation fee.

  • Within 30 days of arrival: 100% cancellation fee.

Any refundable security deposit will be refunded in accordance with the Guest Terms & Conditions.

 

8. COMMISSION

Commission is payable only to approved registered Partners.

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Unless otherwise agreed in writing, commission is payable once:

  • The guest has checked in;

  • Full payment has been received by LCE; and

  • All contractual obligations have been fulfilled.

 

Our standard commission structure is: 15% of Luxury Coastal Escapes 20% earned commission, based on LCE's commission earned from the accommodation booking.

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The exact commission payable for each booking will be confirmed by the LCE Reservations Team.

Commission statements will accompany all commission payments.

Commission may not be deducted from guest invoices and is payable solely by Luxury Coastal Escapes.

 

Seasonal Exclusions

Unless otherwise agreed in writing, no commission is payable on Peak Season bookings.

 

Special Bookings: Commission structures for the following booking types differ from standard holiday accommodation bookings and will be negotiated separately:

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  • Film and television productions

  • Commercial productions

  • Photography shoots

  • Venue hire

  • Weddings

  • Corporate events

  • Long-term accommodation

  • Group bookings requiring customised pricing

 

Separate commercial agreements may apply.

 

9. RATES

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All accommodation rates are subject to change without notice until a booking has been confirmed.

Quotations are valid only for the period stated on the quotation.

Luxury Coastal Escapes reserves the right to amend pricing due to seasonal changes, owner instructions or operational requirements.

 

10. LIABILITY

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Luxury Coastal Escapes acts as the authorised booking and property management agent on behalf of the property owners.

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LCE shall not be liable for:

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  • Force majeure events

  • Utility interruptions

  • Municipal service failures

  • Weather events

  • Road closures

  • Third-party service failures

  • Any indirect or consequential losses suffered by the Partner or their clients.

 

11. TERMINATION

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Luxury Coastal Escapes reserves the right to terminate this partnership at any time should the Partner:

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  • Breach these Terms & Conditions;

  • Misrepresent Luxury Coastal Escapes or its properties;

  • Fail to comply with confidentiality obligations;

  • Damage the reputation of LCE or any homeowner.

 

Termination does not affect any outstanding payment obligations or confidentiality obligations.

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12. GOVERNING LAW

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This Agreement shall be governed by the laws of the Republic of South Africa.

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13. ACCEPTANCE OF TERMS

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By registering as a Tour Operator, Travel Agent or Destination Management Company with Luxury Coastal Escapes and submitting accommodation enquiries or bookings, the Partner confirms that they have read, understood and agree to these Terms & Conditions.

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